Receptionist & Customer Service Support

Optica is looking for a Receptionist & Customer Service Support.

The Receptionist / Customer Service Support is charged with effectively operating Optica’s reception area and the main switchboard, acting as the first point of contact for individuals visiting Optica’s headquarters, controlling building access, and directing visitors to the proper person/office by coordinating with the appropriate Optica staff.  This position is also responsible for a wide variety of Customer Service activities including but not limited to netForum data file maintenance and transaction processing related to all Optica’s products, support programs and services. The individual who performs this role will undertake creative approaches to problem resolution by promoting and maintaining positive customer relations in a fast-paced environment. This role works collaboratively with Optica staff to provide the best customer service possible both internally and externally.

Primary Responsibilities

Receptionist/Customer Service

1. Answers main switchboard, screens and routes calls, takes messages and maintains the voicemail box. Ability to answer simple inquiries about the society.
2. Responsible for greeting visitors, recording arrivals and departures for staff and tenants.Controls building access during normal business hours (8:30 am to 5:00 pm).Informs staff and tenants of incoming packages and guest arrivals.
3. Assures the reception area is neat and orderly.
4. Runs net Forum reports for data file maintenance.
5. Updates individual customer records in netForum based on returned mail and internal or external requests for updating records.
6. Process member requests such as proforma invoices and meeting attendance certificates.
7. Interacts with Meetings Department on events and conferences
8. Works with the Customer & Member Service Manager to identify service issues and recommend resolutions.
9. Trains assigned back-up staff for reception relief coverage.
10. Review and update Reception desk manual, including updated phone and contact list on a monthly basis.
11. Assists Customer & Member Service Manager and other Optica team members with customer service related processes (e.g., process memberships, merge customer records, etc.).

Education and Experience

• Associates degree; BA degree preferred
• 3 years professional work experience required, and program support
• Proficiency in Microsoft office products and database applications (netForum preferred).
• Previous training in customer service techniques preferred.
• Association experience preferred.

Skills and Abilities

• Strong customer service orientation, pleasant demeanor and excellent telephone etiquette required.
• Displays excellent attention to detail.
• Positive attitude, with an I Can/I will outlook, required.
• Excellent oral and written communication skills, with competency in grammar and diction, required.
• Multi-tasking abilities essential.

About Optica

Located in the Dupont Circle neighborhood of Washington, DC, Optica offers a competitive salary and benefits. Please send your resume and cover letter with salary requirements to resumes@optica.org.

Optica is an equal employment opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, age, sex, national origin, disability, religion, maritial status, veteran's status, personal appearance, political affiliation, sexual orientation, family responsibilities, matriculation, or any other basis prohibited by law.